Clinical administrator

Do you want to be part of an award winning and dynamic social enterprise that: is renowned for providing high quality care and is ranked ‘Good’ by the CQC; is a for‑better‑profit organisation, reinvesting any surplus back into our health and care services and our local community; is friendly, ambitious, welcomes innovation and rewards excellence; offers superior benefits; everything you get in the NHS and more; and whose achievements reflect the passion, dedication and commitment demonstrated by our staff across all services? Our vision is to be a successful, vibrant, community interest company that benefits the communities we serve. So if you want to be a part of this, we would love to hear from you. Responsibilities Supporting clinicians with organisation and day‑to‑day running of our multidisciplinary service for the children and young people of Sittingbourne and Sheppey. Organising meetings/events/diaries for the team, including agenda setting, taking minutes and follow‑up actions. Supporting clinicians and managers with ordering of equipment and supplies. Supporting managers with recruitment, local induction and the associated administration as well as other workforce support tasks. Maintaining effective systems to ensure the service operates efficiently. Supporting the clinicians with reporting and updating the organisations database. Providing a professional and courteous service to a range of customers, liaising with patients/clients, carers, families, health professionals and other organisations. Will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients or staff in emotional situations maintaining a calm and professional approach (support available). Giving non‑clinical advice and signposts appropriately e.g. to clinical colleagues. Escalating issues and risks to line manager as appropriate. Liaising with colleagues, patients/clients and/or external contacts regarding complex messages and patient queries including sensitive information to help the team/service run efficiently and effectively. Will be expected to adapt communication and use different communication methods according to a diverse range of patient/client/customer needs and situations. Responsible for the creation of written and electronic templates. Responsible for maintaining awareness of developments/priorities at work. Engagement with the IT helpdesk and config for letters testing and letter rejection. Communicate and co‑ordinate with other agencies present in the building. Knowledge, Training and Experience Educated to NVQ level 2 or equivalent. Experience of office procedures/customer care. ECDL or equivalent knowledge of IT applications. Analytical and Judgement Skills Can effectively make judgements involving facts/situations sometimes requiring analysis of information. Able to prioritise workload and make appropriate level decisions such as when to escalated and ensure this is done in a timely manner, e.g. telephone messages/emails. Maintains records relating to medical devices and/or other equipment. Creates and maintains accurate records and documents (paper/electronic) in line with documentation and confidentiality guidelines. Collates and inputs data using various systems, produces reports/charts. Participates in and supports the collation of data for surveys and audits as required. Planning and Organisational Skills Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on‑going work with guidance. Supports the children’s therapy team leads with the timely induction plans for new staff joining the teams and collection of equipment when staff leave the organisation. Supports the clinicians with reporting and updating the organisations asset register. Works with rostering leads to create team rotas, resolves conflicting diary appointments/schedules. Organises meetings/events/diaries for others, including agenda setting, taking minutes and follow‑up actions. Supports the organisation needs and processes with archiving. Supports managers with recruitment campaigns and associated administration. Maintains effective systems to ensure the service operates efficiently. Supports clinicians with organisation of multidisciplinary appointments and workshops. Physical Skills The post holder will be required to use telephony and IT equipment on a regular basis. Standard keyboard skills. On occasions may be requested to transport equipment and stationery and supplies as required. Responsibility for Patient / Client Care Primarily this role will be working with clinicians however this will include regular direct conversations with patient parents and carers via telephone or email. To have the ability to recognise that patients care is a priority and to ensure that patients are always given assistance, treating others with courtesy and respect. Timely passing of patient related messages to clinicians to prevent delays to patient engagement and care. Responsibility for Policy and Service Development Implementation Expected to follow standard operating procedures (SOPs) and policies to support your role and contribute to ideas for service and process improvements. Responsibilities for Financial and Physical Resources Responsible for small expenditure amounts and ordering stationery/ equipment/supplies within delegated authority. Responsible for completion of purchase orders; both the placing of orders and order receipts in a timely manner using the organisations purchase order system. Support clinicians with equipment management – ordering, stock control, receipting, etc. Submission of pay returns for the following approval by strategic leadership team for the children’s therapy team. Responsibilities for Human Resources (HR) To maintain own training in line with MCH policy. Supports with the HR processes for the children’s therapy team. In conjunction with team leads, completed termination forms and change forms for the INT pillar. Responsibilities for Information Resources Accurately enter data/process information utilising appropriate IT systems. Transcribing/copy typing information provided by others. Management of information either electronic or paper based. Responsibilities for Research and Development (R&D) Participates with the clinical team with prescription pad audits. Support the clinicians with the collation of results of the medications audit. Freedom to Act Plan and organise workload, reporting regularly to the line manager on key tasks and guided by defined policies and procedures/algorithm. The post holder will be required to work as part of a team for the children’s therapy team. Deputises for other administration colleagues as appropriate. Physical, Mental and Emotional Effort Physical effort (refer to effort factor questionnaire). Mental effort (refer to effort factor questionnaire). Emotional effort (refer to effort factor questionnaire). What We Are Looking For Are you good at organising and collating information? Are you innovative and creative in setting up new systems and processes? Are you ready to work flexibly and help us maintain work‑life balance? We are looking for someone to be a key member of this small and friendly children’s therapy team in this new role, providing clinical administrative services, data management and support to the clinical team. Working to help organise a smooth and efficient service for our children and young people. A perfect role for someone with excellent organisational, communication and IT skills. Flexible Working Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. Small Print Informal visits can be arranged on request. Working at alternative sites may be required from time to time. We will offer you the choice of two pension schemes; the NHS Pension scheme and the Scottish Widows Group pension scheme. MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients. Further Application Details We reserve the right to close this advert earlier than the published closing date if we receive a sufficient number of applications. Shortlisted candidates will be contacted within 1 week of the closing date; no discourtesy is intended in not contacting you if your application is rejected. When completing your application, please include the email addresses and contact telephone numbers for your referees; your referees should be your line managers/course tutors for the last 3 years. Equal Opportunity and Diversity MCH is an equal opportunity employer that is committed to a compassionate and inclusive workplace and values diversity of all people. We prohibit unlawful discrimination and harassment of any kind and wish to provide our employees with a work environment free of discrimination and harassment. At the heart of our values, we seek to treat people fairly and with dignity and respect and provide a workplace where people feel they belong. We aspire to have a diverse and inclusive workforce and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join MCH. We are positive about disability and we guarantee interviews to applicants with a disability who meet the minimum criteria as specified in the job description. We are committed to offering support and making reasonable adjustments to allow full participation in the interview and selection process and through their employee journey. We are committed to the safeguarding and welfare of children and vulnerable adults. #J-18808-Ljbffr